Laboratory and Faculty Administrative Assistant in Westwood, California | DiversityInc Careers
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Company Name:
Westwood, California
United States

Laboratory and Faculty Administrative Assistant

Job Duties

The Laboratory and Faculty Administrative Assistant, on a part-time basis, will support both faculty and laboratory staff. Responsibilities and duties will be related to the following areas:

Answer correspondence (telephone, email, interdepartmental mail).Maintain laboratory confidential records (i.e. personnel files, reimbursements, laboratory financial inventory, etc.). Assist in clerical manuscript preparation for peer-reviewed journals. Assist in preparation of new and renewal government and private grant proposals. Maintain investigator's calendar (alongside JCCC executive assistant). Manage logistics and prepare travel arrangements for investigators and laboratory members. Act as a liaison between Departmental personnel officers and Investigators concerning UCLA personnel policies (i.e., hiring status, benefit, payroll increase and promotion). Process and forward any change in status and pay rate documentations to Departmental personnel officers. Interact with the Business Office regarding financial matters such as payments to vendors, check request submissions and travel voucher request. Coordinate with UCLA Catering or outside vendors in the event of scientific workshops. Occasional formatting and transcription of anatomic pathology case reports. Obtain literature from library or on-line sources as requested by investigators. Maintain records and files. Maintain laboratory website (periodically update lab personnel, publications list, media reports, etc.). Maintain investigator's licenses and documentation (i.e. medical license, membership renewals, visas, etc).
Responsibilities related to laboratory employee assistance: Coordinate daily supply ordering for the lab; negotiate quotations for special orders/equipment requests; coordinate with; department personnel maintenance of laboratory capital inventory and purchase records. Coordinate with vendors renewal of various service contracts and maintenance requests. Assist in renewal of laboratory compliance protocols with various UCLA institutions to maintain research program (i.e. Institutional Biosafety, Animal Research Committee, Chemical Safety). Will work along side laboratory manager to ensure compliance and documentation is maintained.
Prepare travel documents and manage logistics and reimbursements for laboratory employees attending conferences, meetings, etc. Coordinate scheduling for laboratory meetings and maintain lab calendar: coordinate with laboratory employees presentation orders for weekly lab meeting. Maintain filing system for laboratory - manage keys (building, office, desk), electronic passwords, and confidential materials for the laboratory.

Job Qualifications

BA or equivalent preferred. Able to use a personal computer and basic computer applications (i.e. Microsoft Office Suite - Excel, Word, Powerpoint, Outlook, PDF manipulations, etc.). Ability to organize and discuss tasks and records in an appropriate format. Ability to maintain complete and accurate records. Good oral and written communication skills in English. Ability to work independently after training, ability to learn new terminology and adapt to change. Previous administrative background in laboratory assistance and/or academic biological sciences. Ability to establish and maintain cooperative working relationships with faculty, office staff, campus staff, and laboratory personnel. Excellent typing skills. Working knowledge of the University and its information and service functions. Working knowledge of UCLA travel expense reimbursement and purchasing policies.